ⓘ This article is for Event Organizers
When you offer Lead Retrieval (LR) to your Exhibitors through Expo Pass, we help you drive adoption and engagement by handling some of the outreach for you.
This guide walks you through what communications are sent, what you’re responsible for, and how to maximize the experience for your Exhibitors.
What Happens When You Offer Lead Retrieval
When Lead Retrieval is activated for your event:
✅ Expo Pass will send automated outreach emails to your exhibitors so they can:
Claim their exhibitor profile
Purchase Lead Retrieval
These emails aim to boost engagement and drive usage ahead of your event.
Need something now? You can also download and share this quick-start guide:
💡NOTE: If you’re not using Expo Pass for Lead Retrieval, you are responsible for communicating how Exhibitors should claim their profile. No automated emails will be sent in this case.
HERE is a resource to share with your Exhibitors
Expo Pass can provide a Claim Your Profile PDF for Exhibitors upon request
Upload Your Exhibitors Early!
To ensure proper communications: Upload your full Exhibitor list at least 2 weeks before your event starts.
We cannot schedule or send emails until your Exhibitor data is in the system.
How and When Emails Are Sent
If you're using Expo Pass for Lead Retrieval, our system will send two reminder emails to all Exhibitors from email, exhibitor@exposent.com.
10 days before the event start date
1 day before the event start date
❗ Important: If you upload new Exhibitors after the first email has been sent, please notify your Event Success Team so they can manually add those exhibitors to the second round of communications.
Email Sent 10 Days Prior to Event Start Date
Email Sent 1 Day Prior to Event Start Date
What Data Do Exhibitors Receive When Scanning Leads?
When Exhibitors use Lead Retrieval to scan attendee badges, they receive:
All available attendee data, including custom fields
Except: Any fields marked as "Hidden from Exhibitors" in your Attendee Field Setup
❗ Important: If the data does not exist in the event, the Exhibitors will not receive it, so make sure to add enough data to make it worth their while!
Common Mistakes to Avoid
Uploading exhibitors too late:
Delayed uploads mean exhibitors may miss important emails — aim for 4+ weeks before the event.Not notifying Success of late additions:
Any Exhibitor added after the first email goes out won’t get the second unless your Success Team is informed.Forgetting to request the Exhibitor Toolkit:
The toolkit is an easy win — it helps exhibitors get started fast and reduces your support load.Missing field visibility settings:
Fields hidden from Exhibitors won’t appear in lead scans — double-check visibility settings for key data.